Microsoft PowerPoint

An Example Presentation Using PowerPoint

PowerPoint is a presentation graphics package. It can be used to attractively support talks and lectures, by projection from a PC or by preparing transparencies for OHPs (by printing from PowerPoint and transferring the pages to acetate). It can also be used for unattended 'rolling demonstrations' on a computer screen (eg in a Foyer area or at an exhibition). PowerPoint can also be used to prepare speaker's notes and handouts. In this section you will see an example PowerPoint presentation. You will then have a chance to experiment briefly with changing parts of the presentation.

Starting PowerPoint And Opening The Example Document

In Computer Centre Training Rooms PowerPoint is on the Start menu's Programs panel. To start PowerPoint:

  • Click the Start button.

  • Point at Programs and, from the Programs panel, click on Microsoft PowerPoint.

  • In PowerPoint's opening dialog box, click on Open an Existing Presentation and then click OK. The Open dialog box appears.

The example document for this practical work is in a file called city talk. In Computer Centre Training Rooms this file is in the folder C:/User/Office and to open the document from there:

  • In the Folder List box, double-click the Office folder. The file city talk should now be visible in the Folder List box.

  • Click on the file city talk.

  • Click on Open. The first slide of the presentation is displayed.

Selecting the PowerPoint view

PowerPoint starts in Slide View, which is the view to use when editing a presentation. Other views are for giving a presentation, arranging slides, preparing an outline and preparing notes. The view can be selected from the View menu. Alternatively use the View Toolbar (at the bottom left of the screen). If using the Toolbar remember that ScreenTips can be used to identify buttons.

Slide Show View

  • Select Slide Show view.

  • Click the left mouse button to advance the slide show and the right mouse button to go back. During the show notice the various transitions (special effects as a new slide appears) and builds (the way that bullet points on a slide can be made to appear one-at-a-time). When the slide show has finished you are returned to Slide view (Note: In Slide Show view, the Esc key can be used to abandon the show at any point).

Slide Sorter View

Slide Sorter View can be used, for example, to change the order of presentation of slides and the special effects.

  • From the View Menu (or View Toolbar) choose Slide Sorter view.

  • The Slide Sorter Toolbar shows the transition and build of the highlighted slide.

  • Click on any slide and experiment with its transition. A list of transitions is obtained by clicking the arrow to the right of the Transition box. The Transition button (to the left of the transition box) allows you to vary, eg the speed of the transition.

  • Similarly with the Build box and Build button you can change the slide's build effects.

Notice that there is a slide that you did not see during the slide show (slide number 5). The Hide button to the right of the Build box allows you to 'hide' slides (this is useful if you want to give a slightly different presentation to different audiences).

  • Click on the hidden slide and click on the Hide button to restore it to the slide show.

  • To re-arrange the presentation:

  • Drag a slide to a different position in the slide sorter. Experiment with this.

  • A slide can be deleted by clicking on it and then pressing the Del key.

  • To view a slide in detail:

  • Double-clicking on the slide.

Slide View

Slide View is used to create or edit slides. How to format and align text and images on a slide and how to create and style a slide and a slide show from scratch is shown in Getting started with PowerPoint 97 (document ppt97-i1). As a brief illustration:

  • Click anywhere on the text of a slide to edit the text at that point (except for the small text at the bottom, which comes from the Slide Master - see Slide Master View).

  • Click on a graphic (picture) and notice that handles appear around the picture; these can be used to alter the size of the graphic (by dragging a handle). Note: Holding down the Ctrl key while dragging a sizing handle preserves the correct horizontal and vertical proportions of the graphic.

  • A graphic can be moved to a different location by clicking anywhere within it and dragging.

Slide Master View

The Slide Master controls the overall appearance of every slide (unless for an individual slide the master is deliberately not applied). To see the components of each slide that come from the Slide Master:

  • From the View menu, choose Master and then Slide Master.

Notes Pages View

You can use Powerpoint to produce and print notes to accompany your talk. To see the notes:

  • From the View menu (or View Toolbar), choose Notes Pages.

  • Scroll through the presentation to see the notes.

Outline view

You may find outlining useful in when preparing a talk. Outline view condenses the text content of the slides to make it easier to follow and change the content of the presentation.

  • From the View menu (or View Toolbar), choose Outline.

  • Click in any part of the text to edit it at that point.

Spell checking and printing from PowerPoint

PowerPoint has a spelling checker but does not have a Print Preview. To save paper please do not print the entire slideshow during the following exercise (if you would like to see an example handout, please print 6 slides per page to save paper).

  • From the File menu, choose Print.

  • For a list of print options click on the arrow to the right of the Print What box.

Slides (without Builds)

Prints as Slide Show view one complete slide per page, full-size. These can be photocopied onto acetate for OHPs.

Slides (with Builds)

Prints one page for each build on the slide (Note: can be very wasteful of paper).

Notes Pages

Prints as Notes Pages view - a reduced-size slide with any speaker's notes below, one slide per page.


Prints reduced-size slides for audience handouts (select the required number of slides per page).


Prints the condensed text content of the slides.

To quit from PowerPoint

  • From the File menu, choose Exit. You need not save any changes you have made.

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